Job Description

The Program Assistant II provides high-level coordination and administrative support for Art Center programs and projects, overseeing daily facility and administrative operations, including the scheduling and coordination of programs, providing excellent customer service to the public, community groups, and other City departments as directed.

Facility and Operations Management:

• Monitors and manages the Art Center facility, coordinating building walkthroughs to ensure the safety of visitors, staff, and artwork, trains and updates staff on safety and emergency procedures, manages security systems.

Visitor Services:

• Operate as a lead member of the visitor services team, supporting a productive, positive, and efficient work environment. Greets visitors to the Art Center, registers guests in classes, addresses all visitor inquiries and communications for Art Center programs, actively engages visitors to gather feedback, monitors exhibit spaces. Provides day-to-day supervision of Visitor Services team, hold weekly team check-ins, reviewing status of work assignments and work schedules to enable clear team communication and the timely completion of work assignments.
• With Visitor Services and Rental Coordinator, supervises team of House Managers to ensure the effective and efficient functioning of rentals, special events and other Art Center programs.

Administration:

• Coordinates cash handling procedures, daily cash handling reporting requirements, regular deposits. Maintain personnel files, annual appraisal spreadsheet and hourly tracking spreadsheet to ensure accurate record keeping and to support various human resource needs including annual reviews, hiring and separations. Oversees administrative budgets, coordinating contracts and payments as needed. Supports monthly performance measure tracking and time card submissions.

Program and Project Support:

• Provide administrative support to programs and special projects as needed.

Special Events:

• Serve as Art Center liaison for special events including the Palo Alto Clay & Glass Festival and the Great Glass Pumpkin Patch, ensuring internal and external stakeholders are supported and adhering to the rules and regulations of the City of Palo Alto and the Palo Alto Art Center.

About the Palo Alto Art Center:                                                                                                                                                                  The Palo Alto Art Center is your place to see and make art, activate your creativity, and expand your community. Created by the community, for the community in 1971, the Palo Alto Art Center provides an accessible and welcoming place to engage with art. We engage approximately 150,000 people every year through a diverse range of programs, including free-admission exhibitions, classes and workshops for all ages, school programs, and special events throughout the year. The Art Center staff work toward a vision in which art is embedded in the community, a part of everyday life. Our values:

• Art is essential for individual and community vitality.
• Seeing and making art is transformative.
• Respect for one another builds greater understanding, stronger relationships, and community.
• Creativity and innovation inform our public offerings, thinking, and work as an organization.
• Collaborative partnerships and practices are essential for fostering a more interrelated, vibrant City.

Every Art Center staff and volunteer knows and understands their roles in upholding the mission, values, and vision. We operate with the highest level of professionalism on behalf of  the Palo Alto Art Center, the Palo Alto Art Center Foundation, and the City of Palo Alto, with whom we share a long-term commitment to serve residents of and visitors to our diverse City.

Our tenets of organizational culture: inclusive, respectful, collaborative, and strategic.

Our key strategies in our strategic plan (adopted 2018) include: heighten community engagement; increase financial sustainability; increase leadership capacity.

The Palo Alto Art Center is owned and operated by the City of Palo Alto as a program of the Division of Arts and Sciences, Department of Community Services. The Palo Alto Art Center Foundation was founded in 1973 and is a 501(c)(3) nonprofit organization that provides financial support and advocacy to the Art Center through a public/private partnership that allows us to enhance our reach and impact in the community.

For more information and to apply:

https://www.governmentjobs.com/careers/paloaltoca/jobs/3661739/program-assistant-ii

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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